Nurse Practitioner-Led Clinics are a primary health care delivery model in which Nurse Practitioners are the lead providers of primary health care. HF Connecting Health Nurse Practitioner-Led Clinic (“The Clinic”) provides service to those clients who do not have a family physician or choose to use the clinic for all of his or her primary medical care. Clients are offered a variety of services through an interdisciplinary team of Nurse Practitioners, Registered Nurses, Collaborating Physicians, Dietitian, Social Worker and Health Promoter. Our clinic is focused on improving quality of care by integrating primary care with mental health services, health promotion, case management, disease prevention and chronic disease management.
Position: Medical Secretary
Position Summary:
Medical Secretary, working closely with other administrative staff, Nurse Practitioners and interdisciplinary health professionals, will be responsible for client service at the front desk and implementing best practices throughout the clinic.
Medical Secretary is also responsible for the office coordination and facility management of the clinic.
Major Responsibilities:
I. Front Desk Client Service
1. Perform reception and reception-related duties in a positive and helpful manner when responding to routine inquiries from telephone calls, visitors and staff; redirect calls or provide routine information requiring detailed knowledge of the organization’s functions, policies and procedures.
2. Schedule and confirm medical appointments and receive and communicate messages for medical staff and patients.
3. Process incoming and outgoing faxes/mails.
4. Enter and format electronically based medical reports and correspondence and prepare spreadsheets and documents for review.
5. Prepare correspondence, reports, statements, and other material as needed.
6. Interview patients in order to complete forms, documents and case histories (e.g. client registration).
II. Office Coordination
1. Coordinate and troubleshoot with property management and tradespeople to maintain smooth operation of the office.
2. Oversee office security, such as the assignment of keys and alarm codes for approved personnel.
3. Establish and maintain various internal office administrative support procedures such as document tracking and filing.
4. Maintain inventory of office supplies and non-IT and non-clinical equipment (copier/fax, telephones, projectors, etc.); order supplies as required and arrange for servicing of office equipment.
5. Assess administrative workflow and provide feedback whenever possible
III. Other Responsibilities
1. Write, edit, proofread and finalize correspondence, reports, statements, forms, presentations, brochures, promotional materials and other documents as needed.
2. May train other staff in procedures and in use of current software and equipment
3. Prepare draft agendas for meetings and take, transcribe and distribute minutes
4. Coordinate meetings/events and assist with room arrangements and preparation of materials
5. Participates in staff development, training and meetings as appropriate.
6. Willingness and ability to work flexible shifts, evenings, and weekends.
7. Adhere to all policies and procedures of the Clinic including Occupational Health & Safety, IPAC, WHIMS, and PHIPA
8. Work in all HFCH NPLC locations as needed.
Education and/or Professional Qualification:
1. Completion of a one- or two-year college program or other specialized courses for medical secretaries.
2. Office Administration, Medical Certificate or equivalent attained from an accredited university or college.
3. Canadian Medical Secretary Designation would be a strong asset.
4. Current Level C CPR certification from a recognized provider.
5. An equivalent combination of related education, professional training, and demonstrated experience will be considered.
6. Two or more years of medical secretary experience in the relevant field would be an asset.
Skills and Attributes:
1. Demonstrated knowledge, skills and abilities in medical administration and medical terminology.
2. Excellent written/verbal communication and interpersonal skills.
3. Fluency in English (oral and written) is required.
4. Fluency in both Cantonese and Mandarin is required, as the role involves regular communication with clients who speak both languages.
5. Demonstrated problem solving, conflict management, and time management skills.
6. Proficiency working with computers and medical software programs, i.e., EMR- Telus PS Suite.
Other Requirements:
1. A satisfactory result of Vulnerable Sector Police Record Check is a requirement of this position.
2. Valid Ontario G or G2 Driver’s License and access to a reliable vehicle (preferred)
Pay: $19-$24 per hour
Schedule: Day shift
Language:
- Mandarin (preferred)
- Cantonese (preferred)
Pay: $19.00-$24.00 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Language:
- Cantonese or mandarin (preferred)
Work Location: In person
